Recording payments

When a customer pays, record the payment in Accounting so their invoices and balance stay correct. A payment can settle one invoice, or be spread across several invoices of the same customer.

Invoices must be approved first

You can only apply a payment to an invoice that is Approved. See Approving an invoice.

Recording a payment for one invoice

You can start a payment from several places:

• Add Payment above the transaction list.
• Pay Invoice on an open invoice — the customer and invoice are filled in for you.
• Add Payment in an invoice row's ⋮ menu.
• New Transaction → Add Payment on a selected customer's card.

In the Add Customer Payment dialog:

1. Choose the customer under Received From.
2. Choose the invoice under To Invoice.
3. Enter the Amount. Click Autofill to use the invoice's amount due.
4. Set the payment Date.
5. Choose the Method: Cash, Check, or the customer's saved card (see Card payments).
6. Optionally enter a Reference # (for example, the check number) and a Memo.
7. Click Add Payment.

The side panel shows the customer's balance and, for the selected invoice, the Amount Due and Amount Applied.

Paying more than is due

If the amount is higher than what is due on the invoice, only the amount due is applied to the invoice. The dialog shows the difference as Amount to Credit, and it is added to the customer's balance as a credit.

Card payments

When you choose a card as the method, RushHour charges the customer's saved card through your card payment integration as soon as you save the payment.

• Card payments need your company's Cardknox integration to be set up under Settings → Integrations. See Integrations.
• The card must be saved on the customer first. The dialog shows the customer's default card; use Change Payment Method or Add Payment Method if needed.
• If the card charge fails, the payment is not recorded and RushHour shows the reason.
• Once a card has been charged, the amount of that payment can no longer be changed in RushHour. You can still edit other details such as the memo. Refunds and voids are not handled in RushHour.

Customers who use the Customer Portal can also pay their invoices online themselves — see the Customer Portal guides.

Coming soon

Payment links are being prepared: a secure link, copied or emailed from an approved invoice with a balance due, that lets the customer pay the invoice by card on a payment page without signing in.

Applying one payment to several invoices

Use Add Bulk Payments when a customer sends one payment for several invoices — for example, a single check.

1. Select the customer in the left panel, then choose New Transaction → Add Bulk Payments.
2. Fill in Payment from, Payment date and Method.
3. Optionally choose where the money is deposited under Deposit to. To add a new deposit account, click Add deposit account and give it a name.
4. Enter a Reference # if you have one, and the total Payment Received.
5. In the Approved tab, enter the amount to apply to each invoice under Add Payment, or click Autofill to apply the full amount due.
6. Check the totals at the bottom — Received, Applied and Left to apply — then click Save Payment.

You cannot apply more than the amount received. Any amount you leave unapplied is credited to the customer's balance.

The Opened tab lists the customer's invoices that have an open balance but are not approved yet. Approve them first if you want to include them in the payment.

If you choose to pay by card and the customer has no default card saved, add one first or choose Cash or Check.

Viewing, editing and deleting payments

Payments appear in the transaction list alongside invoices. Expand an invoice row to see the payments applied to it. Each payment's ⋮ menu offers:

Action	What it does
View	Opens the invoice the payment belongs to.
Edit	Changes the payment's details.
Send To QuickBooks	Sends the payment to QuickBooks Online. See QuickBooks.
Delete	Removes the payment. The payment is kept as deleted so it can be restored.
Restore	Brings back a deleted payment.
Full Delete	Permanently deletes a payment. This cannot be undone.

Deleting, restoring and permanently deleting payments is limited to company administrators. To see deleted payments on an invoice, administrators can choose Show Deleted in the invoice row's ⋮ menu.

Payments Received report

Click Payments Received above the transaction list to see the payments you received in a period.

1. Choose the From and To dates.
2. Click Apply.

The report lists each payment's Date, Customer, Method, Deposit to, Reference # and Amount, with the Total received for the period at the top.

Permissions

Permission	Needed to
View Invoices and Payments	See payments and the Payments Received report.
Add/Edit payment	Record, bulk-apply and edit payments, and add deposit accounts.
Send QB	Send payments to QuickBooks.